HomeMy WebLinkAbout03/03/22 Fdn Jt Spec w/Lib Fdn JOINT SPECIAL MEETING OF THE
COMMUNITY FOUNDATION
and
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LIBRARY FOUNDATION
m
AGENDA
CITY OF RANCHO CUCAMONGA
March 22, 2003
8:30 a.m.
Civic Center
Tri-Communities Conference Room
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
Community Foundation Members
Tony Mize, Chair Jo Dutton, Ph.D., Member
Harvey Cohen, M.D., Vice Chair Sandra Mete[, Member
Ann D. Punter, Secretary/Treasurer David Parker, Member
Michael Arreguin, Member Stan Phelps, Member
Bruce Bowne, Member Timothy Younger, Member
Charles Buquet, Member
Library Foundation Members
Paul Williams, President Ruth Leal, Member
Rebecca Davies, Secretary Wanda Mitchell, Member
Teresa A. Akahosh[, Member Paula Pachon, Member
Stefan[ D. Carrasco, Member Anne L. Viricel, Member
Laurie Cotter, Member Ravenel Wimberly, Member
Gino L. F[lippi, Member
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City Offices: (909)477-2760
SPECIAL JOINT MEETING OF THE
COMMUNITY FOUNDATION AND
LIBRARY FOUNDATION ~`
p¢ March 22, 2003 s
A. CALL TO ORDER
1. Pledge of Allegiance
2. Roll Call:
Community Foundation
Michael Arreguin Tony Mize _
Bruce Bowra David Parker _
Chuck Buquet Stan Phelps _
Harvey Cohen Ann Punter _
Jo Dutton Timothy Younger _
Sandra Motel
Library Foundation
Teresa Akahoshi Wanda Mitchell _
Stefard Canaeco Paula Pachon _
Laurie Cotter Anne Viral
Rebecca Davies Paul Williams _
Gino F'dippi Ravens!Wimberly _
Ruth Leal _
B. COMMUNICATIONS FROM THE PUBLIC
This Is the time and place for the gertsral pubec to addraes tiu
Community and Library Founds*ms. Stat low prohibit the
Foundations from addressing any issue not previously kwkxbd
on Urs Agenda. The Foundetfoos may receive hestimonysnd ast
the mother for a subsequent meeting. Comments are tD be
limited he five minubs per Individual.
C. FOUNDATION BUSINESS
1. Fund Development Training and Campaign Workshop. Pages n
141
4
D. ADJOURNMENT
1,Melissa Morales,Senior Adminisfrative Secretary,hereby certify a
true, accurate copy of the foregoing Community Foundation and
Library Foundation agenda was posted on March 18,2003,seventy. j
two (72) hours prior to the meeting per A.B. 2874 at 10500 Civic
Center Drive, Rancho Cucamonga, California.
� :r
R A N C H O C U C A M O N G A
COMMUNITY S E R V I C E &
Staff Report
DATE: March 22, 2003
TO: Rancho Cucamonga Community Foundation
Rancho Cucamonga Library Foundation
FROM: Kevin McArdle, Community Services Director
Deborah Clark, Library Director
BY: Paula Pachon, Management Analyst III
SUBJECT: FUND DEVELOPMENT TRAINING AND CAMPAIGN WORKSHOP
To facilitate both fund development training of the Foundations' Boardmembers and
to begin discussion regarding the fund development plan for the joint campaign for
the Cultural Arts Center, a workshop has been scheduled with both Foundation
Boards for Saturday, March 22nd. The attached materials, prepared by our meeting
facilitator/trainer, Gene House, provide Boardmembers with a note from Gene
describing the goal for Saturday's workshop, a general timeline for the development
of the fund development plan, an agenda of the topics to be covered during
Saturday's workshop meeting and some reading material. Additional items such a
list of preliminary fundraising ideas and an initial solicitation information packet will
be distributed at the workshop for Board review.
Respectfully submitted,
Kevin McArdle Deborah Clark
Community Services Director Library Director
Attachments
I:ICOMMSERVICouncil&BoardstOommunityFoundationIStaB Reports12003UointWorkshop3.22.03.doc
1
Dear Foundation Board Members,
I designed the enclosed agenda and materials for the March 22 session in response to the
somewhat different needs of the two foundations. I was able to do this by focusing on
those key plan elements that are common to both foundations and to any successful major
campaign. The fund development plan elements we will be discussing must be done by
both foundations and will be woven together into one master plan before we are done
next month.
Saturday, we will learn how to do the plan elements we are discussing as we become
acquainted with what to do. In subsequent sessions with the two foundations separately, I
will cover those fund development plan elements unique to each foundation, and finalize
each foundation's plans. After these individual plans are approved at the foundation
board level, we will merge them for review and approval at the joint foundation meeting
on Apri124.
If any of you have questions before Saturday,call me at 760.408.9761. I look forward to
seeing you on the 22°d. It should be an interesting experience.
Gene House
March 18, 2003
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RANCHO CUCAMONGA LIBRARY AND COMMUNITY FOUNDATIONS
FUND DEVELOPMENT TRAINING AND CAMPAIGN WORKSHOP
SATURDAY, MARCH 22, 2003 8:30 AM— 12:30 PM
Meeting FacilitatorlTrainer—Gene L. House
1. Overview of what will be covered today and what will be covered in subsequent
separate meetings of each foundation board.
2. Campaign Staffing.
3. Campaign Budget.
4. Prospective Donor Identification and Evaluation.
5. Gift Chart.
6. Discussion of why people give.
7. Tax Advantages of Giving.
8. Techniques for solicitation.
9. Role Playing "The Ask".
10. Review/Distribution of Solicitation Information Packets.
11. Review of Draft Donor Recognition Categories.
12. Discussion of topics to cover at the next campaign meetings with each foundation.
13. Identification of other next steps.
14. Other items.
15 Adjournment.
gene house 3.16.3
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CAMPAIGN PERSONNELNOLUNTEER LEADERSHIP
RANCHO CUCAMONGA
I understand there has been no decision to hire campaign staff. The thinking being that
city staff can divide up and handle the tasks that need to be done, much as they have done
so far; although fund development, marketing and grantsmanship consultants are already
involved.
Phase One of this campaign is being confined to a very short period of time to satisfy the
desire that the November 1 gala be used as the Phase Two kick off event. If you hold to
this plan, then it is all the more critical that appropriate staff leadership be put in place as
soon as possible in order to expedite a successful Phase One. You must not go public
until you have at least 25% of your goal firmly pledged. Think about it.
CAMPAIGN MANAGER
Duties
Work effectively with library and community foundations and staffs.
Overall management and knowledge of the campaign.
It needs to be someone's primary job responsibility. For you I suggest 20 hrs/wk..
Provides the single focus for the campaign.
Volunteers look to them for guidance and information.
Liaison to city staff.
Maintain progress figures and report.
Coordinate volunteer meetings and agendas.
Structure volunteer training and orientation.
Accompany nervous volunteers on initial solicitations.
Oversees work of the grant writer.
Qualifications.
Leadership experience in volunteer recruitment/training.
Expertise in fund development.
Ability to work effectively with diverse individuals/groups/organizations.
Proven track record of campaign successes.
Bachelor's Degree
Compensation.
If an independent contractor without benefits, you might pay $60 - $75/hr.
gene house 3.16.3
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CAMPAIGN OFFICE MANAGER
Duties.
Reports to the campaign manager.
Daily running of campaign office.
Typing memos, keeping the minutes, logging the gifts, organizing the meetings.
All clerical and support tasks necessary to manage the campaign.
This could be 20 to 40 hrs/wk.
Qualifications.
Three years secretarial/light bookkeeping experience at a responsible level.
Competence with Word,Excel, Access,etc.
Knowledge of modem office equipment and practices.
Highly personable with excellent phone skills.
Compensation.
This person might come as a package with the campaign manager. If not, I would think
they would be worth approximately$17/hr plus benes, or$20/hr without.
CITY STAFF
City staff has plenty to do without doing the actual running of the campaign.
VOLUNTEER LEADERSHIIP
Campaign Chair.
The Campaign Chair is someone who will make one of the very largest gifts and then
serve as an active leader. This person must be seen and respected as a true community
leader who will aggressively recruit other top volunteer leaders and their major gifts. It is
usually best to avoid co-chairs since it tends to blur lines of responsibility. Since you
have two distinct divisions of the campaign (library and theatre), one scenario would be
to have a campaign chair with someone from each foundation (perhaps the foundation
chairs) serving as the division chair and the members of the foundation board serving as
that person's division committee. However, keep in mind that leaders who make major
gifts are much more desirable than leaders who only solicit. So you might want to look
outside the membership of the foundation boards for some of the volunteer leadership, if
they are not going to join one of the foundation boards.
gene house 3.16.3
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5
SAMPLE CAMPAIGN BUDGET OUTLINE
Campaign Director $
Office Manager $
Grant Writer $
Consultants (if any) $
Brochures
Letterhead/envelopes
Audio/visuals
Telephone
Supplies
Equipment
Postage
Duplicating
Travel
Hospitality
Other
6
DONOR PROSPECT IDENTIFICATION
A computerized data base of donor prospects needs to be developed, using your existing
information and the new information that will be created. Next the donor prospects are
evaluated or rated as to what they are capable of giving and possibly willing to give. First
we look at how to build the prospect list.
1. Current donors.
2. The organizational family (community foundation members, library foundation
members, library board of trustees, city council members, planning commissioners, other
boards and commissions.
3. Community services, library and other city staff.
4. Those benefiting financially from the project (investors, builders, developers,
subcontractors, architects,engineers, landscapers, consultants, mall business owners.etc.)
5. Other major donor prospects known to the campaign team.
6. Extended family members such as FOTL members, Ambassadors, library volunteers,
others.
7. Former organizational family members (former city council members,commission or
foundation members, etc.).
8. Donor lists from other organizations.
DONOR PROSPECT EVALUATION
Once a list of prospective donors has been compiled (at least a starter list of the biggest
prospect), the prospects on the list need to be rated. A good way to do this is to have an
evaluation committee. The committee might be made up of eight or so people who are
most knowledgeable of top prospects. Members should include some top players from the
organizational family and a couple of outside leaders who know big donors.
The group discusses each name and decides what their collective wisdom suggests in
terms of an amount to ask for.
In the case, of this particular campaign, it can be decided whether there should be two
separate prospective donor lists and two separate evaluation committees, depending how t
he library/community foundation collaboration is structured.
7
GIFT CHART
I have prepared a sample gift chart for you based on a total goal of$2 million.
Goal- $2 million.
Gift Gifts % of Prospects Prospects Prospects
Level Required Goal Required Identified Still Needed
$300,000 1 15 4
150,000 2 30 8
100,000 2 40 8
50,000 5 52.5 20
20,000 10 62.5 40
15,000 13 72.3 52
10,000 17 80.8 68
5,000 25 87 100
2,000 50 92 200
1,000 100 97 300
Under 1,000* Many 100 Many
225 + 800+
* In this scenario, $60,000 would be needed from this group.
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ROLE PLAYING EXERCISE
1.The consultant will discuss the vignettes and the bullet points with the group.
2.The board members will form groups of four in different parts of the room. Two
people will serve as the solicitation team, one as the prospect, and one as the
observer/recorder/reporter.
3. After Vignette# 1. is done and reported on. we will do Vignette#2. This time the
solicitation team will trade roles with the prospect and the recorder.
4. After Vignette# 2. is reported on the consultant will discuss some of the "curves"that
the prospect might throw and how to overcome them. Time permitting; we will repeat
one of the vignettes,but with "curves" this time.
VIGNETTE# 1.
An individual or couple who is known for making significant gifts to charitable causes is
being called upon in their home by appointment. The prospect knows this is going to be a
request for help or money for the campaign. One of the solicitors is an acquaintance of
the prospect. The amount that is going to be asked for is $25,000.
VIGNETTE#2.
A local business leader with a corporation that is known for making significant charitable
contributions is being called upon in her office by appointment. The prospect knows this
is going to be a request for help or money for the campaign. One of the solicitors is an
acquaintance of the prospect. The amount that is going to be asked for is $10,000.
gene house 3.16.3
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SOLICITOR BULLET POINTS
1. INTRODUCE YOURSELF.
2. EXPLAIN PURPOSE OF YOUR VISIT.
3. FIND OUT WHAT THE PROSPECT ALREADY KNOWS ABOUT THE PROJECT.
4. MAKE THE CASE.
5. EXPLORE THE PROSPECT'S FUNDING INTERESTS IN THE PROJECT.
6. ASK FOR THE GIFT.
7. DEFINE THE MECHANICS OF THE GIFT.
8. PLAN ADDITIONAL CULTIVATION.
9.THANK YOU, ETC.
gene house 3.16.3
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PROSPECT BULLET POINTS
1. INTRODUCTIONS
2. LISTEN
3. EXPLAIN WHAT YOU KNOW ABOUT TH E PROJECT.
4. REACT AND QUESTION.
How do we know that we need another library?
How do we know we need a children's theatre?
5. DISCUSS FUNDING INTERESTS
Talk about what you heard that might interest you.
Ask questions.
6. RESPOND TO THE REQUEST
I'm not sure we could give that much.
7. DISCUSS WHAT YOUR GIVING SCHEDULE OR PROCEDURE USUALLY IS.
8. RESPOND TO THE INVITATION.
9. CLOSING COMMENTS.
gene house 3.16.3
3 11
Special Meeting of the Community Foundation and Library
Foundation - March 22, 2003
Meeting Notes
Campaign Staffing
• Currently no funds are available to hire campaign staff.
• Staff stated they were comfortable with current staffing patterns until sufficient funds
raised, approximately $80,000 by the 2 Foundations.
• Both Foundation Chairs stated that they concurred with staffs recommendation to hold
off on hiring campaign staff until funds could be raised to cover this expense. It was
noted that there will come a point where separate staffing will be needed.
• Gene noted that campaign staff will need to provide technical advice not just
administrative support.
Honorary Committee
• Suggestions included: Randall Lewis, Cole Burr, Jim Previti, Bob Balzar, Rod Gilfrey,
Celebrities (Susan Anton, Shirley Jones, Mark Harmon) , Government Officials (Mayor,
Mayor Pro-Tem, Jim Brulte, etc.)
Campaign Cabinet/Committee
• After discussion the suggested composition included:
o Jo Dutton, Boardmember of the Community Foundation to serve as Chair of
Campaign Cabinet/Committee
o Tony Mize, Chairman, RC Community Foundation
o Paul Williams, President, RC Library Foundation
o Mike Arreguin also stated that he was willing to serve on the cabinet/committee
City Staff
• Debbie Clark, Library Director
• Vivian Garcia, Senior Administrative Secretary
• Kevin McArdle, Community Services Director
• Paula Pachon, Management Analyst III
• Melissa Morales, Senior Administrative Secretary
Campaign Budget
• Grant Writer, Mark Stambler—currently paid for by RDA.
• Consultant, Gene House—currently paid for Community Foundation/Library Foundation.
• Hospitality— Gene stressed the importance of budgeting for lunches, dinners,
receptions, etc.
• Marketing materials—currently paid for through construction project budget (RDA).
• Campaign Cabinet/Committee to discuss/propose budget.
Donor Prospect Identification/Evaluation
f'7 Special Meeting of the Community Foundation and Library
Foundation - March 22, 2003
Meeting Notes
• Requested that staff e-mail Foundations current copies of ACCESS database of donors.
• Requested staff develop Prospect Form to include fields such as: Name, Contact
Information, Prospect Proposed By, Prospect Referred To, Best Gift Amount,
Library/Theater Denotation and a Notes field.
• Requested staff to e-mail a Prospect Form and Database Information to Boardmembers
by Wednesday, March 26'h.
• Requested Boardmembers to return completed Prospect Form to staff by Wednesday,
April 2nd
• Prospect Form to be used for $1,000+ gifts.
• Foundations to meet, review and discuss Prospect Forms on Tuesday, April 8'h
beginning at 6:30 p.m. at the Civic Center.
Gift Chart
• Reviewed sample gift chart.
• Information noted as general in nature.
Why People Give
• Help others.
• Recognition.
• Tax deduction.
• The Cause.
• Because they are asked.
• Immortality.
• Affiliations (relationships, social activity).
• Business Promotion.
• Golden Rule: "Asking the right person, for the right amount of money at the right time."
• Jo Dutton noted that builders/developers give an estimated 10% of their construction
budget for artwork (tax deduction).
• Jo Dutton noted importance of including stock broker(s) on the board for assistance with
planned giving.
■ Gene House noted challenge in asking for funds for an endowment.
Solicitation Techniques
■ Talk community needs.
• Talk families need.
■ Talk children need/deserve.
• Not raising funds for City.
Not raising funds for Foundations.
• Not Library needs.
• Not Theater needs.
• Not institutional needs.
•'e Special Meeting of the Community Foundation and Library
Foundation - March 22, 2003
Meeting Notes
• Talk from the donors' perspective.
• The enlighten self-interest of the donor.
Solicitation Exchange
• WIIFM—What's In It For Me.
• Go in pairs.
• 5-minute chit-chat— relevant.
• Present the case.
Hot buttons (what, why, benefit).
• Ask for specific amount—then be quiet.
• Be quiet ----wait for an answer.
• Don't talk over your ask.
• Set up following meeting (if necessary).
• Confirm outcome.
• Send written thank you note reconfirming outcome of the meeting.
• Gene noted that Foundations need a case statement with quotes, statistics, social
outcomes and a statement noting changes in quality of life.
Role Playing Exercise
• Attendees broke into groups of 4 and practiced the ask using Gene's prepared Solicitor
bullet points and prospect bullet points.
Next Meetings
• April 5'"—8:30 a.m. —Civic Center— Community Foundation Workshop— review draft
fund development plan.
• April 8t'— 5:00 p.m. — Civic Center— Community Foundation Regular Meeting — review
draft fund development plan
• April 8'h—6:30 p.m. - Civic Center—Joint meeting to review prospect forms.
• April 14'h—6:00 p.m. — Civic Center— Library Foundation Regular Meeting —review draft
development plan.
• April 24`"—6:00 p.m. — Civic Center—Joint meeting to review joint fund development
plan.
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